What are the responsibilities and job description for the Executive Administrative Assistant position at Orion Group?
On-site 5-days, possible Hybrid days
North Chicago, IL
3-6 months with potential extensions
$30/HR
Orion Group is seeking an experienced Executive Administrative Assistant to support our pharmaceutical client's Manufacturing Team!
This role provides advanced administrative and operational support in a fast-paced, collaborative environment and partners closely with senior leaders and cross-functional stakeholders.
This is a high-visibility position supporting executive-level professionals and requires strong organization, attention to detail, and proactive problem-solving skills.
Key Responsibilities
The Administrative Assistant IV will be responsible for a wide range of administrative and coordination activities, including:
Administrative & Operational Support
- Provide advanced administrative support to the dept you are assigned
- Manage complex calendars and proactively resolve scheduling conflicts
- Maintain team roster and contact lists
- Schedule meetings and support Teams/Zoom and telepresence setups
- Act as liaison for remote access and technical meeting needs
- Coordinate domestic and international travel arrangements
- Prepare and submit expense reports in compliance with company policies
- Manage correspondence, couriers, FedEx labels, and shipments
- Order office supplies and manage inventory
- Process invoices and assist with vendor onboarding
- Coordinate meeting planning, events, and catering
- Create or modify business documents and presentations
- Prepare binders and manage large copy requests
- Request publications and articles as needed
- Ensure compliance with corporate travel, expense, and administrative policies
- Handle confidential and business-sensitive information with discretion
- Maintain departmental files in accordance with corporate and regulatory requirements
- Support ad hoc projects as assigned
- Prepare presentations from source materials
- Operate with general instruction while demonstrating initiative and ownership
Leadership & Interpersonal Skills
Successful candidates will demonstrate:
- Strong attention to detail and organizational skills
- Ability to prioritize multiple requests in a high-volume environment
- Proactive problem-solving and anticipation of team needs
- Clear communication of deadlines, deliverables, and potential obstacles
- Accountability and ownership of work
- Strong relationship-building skills across client areas
- Professional demeanor when interacting with senior leadership
- Ability to execute independently while collaborating effectively
Qualifications
Required / Preferred
- Some college preferred
- Exensive administrative experience supporting executives or senior leaders preferred
- Experience in pharmaceutical, biotech, or CRO environments strongly preferred
- Intermediate to advanced proficiency in Microsoft Office Suite
- Experience with Concur, SharePoint, and/or Visio preferred
- Strong understanding of business processes and administrative workflows
- Demonstrated ability to learn quickly and adapt in changing environments
- “Make it happen” mindset with persistence and initiative
Work Environment & Benefits
This role offers the opportunity to work within a collaborative team environment while supporting impactful business initiatives. Contractors have access to:
- Ongoing technology and training resources
- Leadership support for career development
- Flexible hybrid schedules (dependent on team needs)
- A professional, inclusive workplace culture
People are our business worldwide
Orion Group was founded in 1987 and is now one of the largest, independent, international recruitment companies. We have a network of 200 employees working from 24 offices, delivering a range of services – Talent Acquisition, Recruitment Outsourcing Services, Retained Search, Global Workforce Solutions, Completions & Commissioning and Materials Management – across 68 countries. As a global leader in workforce solutions, we recruit personnel across the Engineering & Technical, Office & Commercial, Scientific and Skilled Trades disciplines, for sectors including Oil & Gas, Life Science, Power & Utilities, Constructions & Infrastructure, Manufacturing and Renewables.
Salary : $30